Document and Archival Production
A State agency commission is responsible for administering and enforcing workers’ compensation regulations and adjudicating disputes involving injured workers.
The commission recognized the need to improve service to its constituents by bringing its legacy information systems into alignment with long-term Commission goals. A function of this alignment program was to receive, process, and archive documents from constituents and produce postal mail notifications to interested parties.
In the past the commission retained all received and produced documents in their physical format and processed claims based on these files. Reliance on paper files slowed commission responsiveness and led to data inaccuracies.
CapTech was hired by the commission for a larger technology alignment program, which included document archival and production as a key component.
A high level goal of the larger program was to eliminate the Commission’s dependence on documents or document images for managing business workflow. Therefore, the document archival and production system would act as an ancillary resource to the core business process management system.
CapTech developed detailed requirements by studying state regulations, commission legal requirements, and extensive requirements gathering sessions with Commission leadership.
CapTech recommended the purchase of FileNet P8 as the document archival software. For document input, CapTech recommended Kofax Ascent Capture as the scanning control software. Documents are received and scanned at multiple locations across the state and archived centrally.
CapTech loosely integrated the archival system into the primary workflow and claims tracking system such that FileNet acts as a reliable archival service without imposing process control over the documents. As a result the process workflows are not document centric; instead they are information centric with each document containing one or more pieces of information.
As documents are scanned into the system, workflows are initiated based on the information contained in the documents. Some documents may trigger multiple workflows while others are just added to a claim with no additional work.
For outbound documents, CapTech integrated a combination of open source and licensed products to dynamically generate postal and email notifications for parties interested in a claim. As each notification is generated, it is added to the claim’s archive in FileNet. Notification templates are designed using HTML and CSS which reduces the learning curve for new developers.
The resulting document archival and production system establishes the technology framework to enable the Commission to better serve its constituents and to eliminate the storage of physical documents.
- JavaEE 5
- JBoss Application Server
- JBoss Portal Server
- FileNet P8
- Kofax Ascent Capture
- Velocity Templating Engine
- Complete elimination of physical document storage for workers’ compensation claims.
- Reduction in storage requirements over the prior document imaging system.
- The Commission intakes approximately 1500 documents per day totaling about 10,000 pages.
- Project delivered on time and on budget.